Charles Hutchins, Columnists, V5I4

Do You Have Systems in Place to Stay Organized?

“A bad system will beat a good person every time.” — W. Edwards Deming

Over the years, I have discovered the real importance of developing a system for all situations in my shed business in order to stay organized. A system when it comes to the sales process, processing the sale, customer follow up, tracking leads, and following up with prospects. 

There is more, but I will leave it at that.

A system is a method of doing something in your business that can be repeated the same way, over and over again, as organized and efficiently as possible. Systems are simply duplicatable actions in your business that can take place, if need be, in your absence. 

Systems allow me to spend less time on mundane tasks and more time on money-making activities, which is always a good thing.

Creating successful systems for your business can greatly enhance your performance. As you develop your systems, the time you spend focusing on the details of a job or sale become invaluable. 

When I think of systems, the McDonald’s brand comes to mind. McDonald’s has developed systems that allow teenagers to run the billion-dollar company on a daily basis. 

You walk up and order a hamburger and the cashier presses a button to set your order in motion. If you want to add cheese the cashier simply presses another button and so on. I call it controlled chaos. 

McDonald’s literally has systems set in place to where very little thought is given to operate a franchise.

If you currently lack systems for your business, I highly encourage you to work on developing some. If you are currently operating on the fly, you are losing valuable time and missing opportunities!  


Here are a few benefits to developing systems in your business:

Systems promote consistency and a sense of order in your business. When you develop systems in your business, they act as a road map so you can produce products or services with the same level of consistency. 

Once you have created your systems and recorded them, you and your staff can follow the procedures set in place consistently with confidence. You can keep an eye on these processes and make improvements when necessary. 

I currently tweaked my customer follow-up process in order to reach back to my customers much quicker after they have received delivery. This has allowed me to get faster, more quality feedback, and has led to more referrals/sales.

Systems provide predictability for your business. I keep monthly/yearly sales data that allows me to predict what kind of sales volume I should do for a given month. 

For the last 10 years, the month of April has consistently been my best month. Based on my systems data, I have an idea of how many units that I should sell for each month of the year. 

Change in business is inevitable. When change occurs, having systems in place make changes much easier based on data from your systems. You can actually predict how to handle such changes while still maintaining your systems. 

When I moved to my new location two years ago, I was able to gauge how it was performing based on past data compiled in my systems. This really helped boost my confidence and remove any doubt that I had about my decision to relocate.

Having systems in place creates value. Having efficient business systems in place creates value for you and your staff, and if you decide to sell your business. 

For example, a potential buyer will quickly realize that your operations are consistent and run like a well-oiled machine providing method to the mayhem. Having systems allows new employees to be integrated quickly as well.

We are living in an age where business moves at lightning speed, which makes having systems in place for your business more important now than ever before. 

I have discovered throughout the course of my business that when people fail, systems prevail!


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